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Graduate Studies and Research Coordinator - Science

Date: February, 2013
Reports to (Job Title): Associate Dean of Science, Graduate Studies
Jobs Reporting (Job Titles): N/a
Location: Main Campus

Primary Purpose

On behalf of the University, the Science Graduate Office is charged with ensuring that proper procedures are followed and officially documented for each of the Faculty of Science candidates leading to the conferment of master’s and doctoral degrees, at the University of Waterloo.   The Faculty Graduate Dissertation Coordinator is responsible for the facilitation of PhD and MSc examining committees; the preparation of official documentation and the retention and processing of all documentation that establishes eligibility of each master’s and doctoral candidate within the Faculty that ultimately lead to the candidate’s degree. The Faculty Graduate Dissertation Coordinator must also possess some knowledge of the academic expertise within the faculty in pre-evaluating committee membership in accord with Faculty policy. 

This position provides support to Faculty of Science research initiatives and receives functional direction from the Assoc. Dean Research – Science.

Key Accountabilities:

Administrative Support for Examinations, Dissertations and Convocation

Comprehensive Examinations

Theses Submission (MSc and PhD)

PhD Examinations



Administrative Support to the Graduate Studies Office – Science

Administrative Support to the Assoc. Dean Research – Science

The position also provides administrative support for Faculty of Science research initiatives under the scope of responsibility of the Associate Dean of Research (Science) and Manager of Strategic and Research Initiatives.

Responsibilities in the area of research support include:

Facilitation of information flow to communications and development staff in Science to ensure that events, seminars and award recipients are publically recognized.

Position Requirements


Administrative degree/diploma or equivalent training preferred.


Ideally, a minimum of 2-3 years administrative or academic experience is required.  Experience with execution of tasks and responsibilities in a deadline driven environment.  Competencies include strong understanding of an academic environment and mission, high attention to detail, problem solving, and effective communication skills.


MS Word Excel PowerPoint Other

MS Office Suite - Basic to Intermediate

OnBase Document Management - Basic

Quest - Basic

Nature and Scope

Interpersonal Skills:

Level of Responsibility:

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment: